Terms of Service

These terms govern your use of MinderHQ Limited ("MinderHQ", "we", "us") — software that helps registered childminders run their setting: a done-for-you public website, daily diary and register, accident and incident records, invoicing, parent messaging and a parent app. By starting a free month, adding a card or subscribing, you agree to these terms. Nothing here limits any rights that can't legally be limited.

The service

We provide the MinderHQ apps and website tools on a subscription, and host your public childminding website for you. Features are added and improved over time. MinderHQ is a tool to help you run your setting — it does not replace your own professional judgement or your legal duties as a registered childminder (including EYFS requirements and Ofsted registration).

Subscriptions, the free month & billing

• Plans are £19.99 per month or £199.90 per year (yearly gives you two months free).
• Your first month is free. You add a card when you start, but nothing is charged in the first month. Billing begins at the start of month two and renews automatically until you cancel.
• Prices are the total amount you pay. We are not currently VAT-registered, so no VAT is added and we do not issue VAT invoices.
• Payments are taken securely by Stripe. We never see or store your full card number.
• You can cancel any time from the app before your next billing date; your access continues until the end of the period you've paid for.

Cancellation & refunds

Cancelling stops future payments. Part-months and part-years already paid aren't automatically refunded, but you can keep using MinderHQ until the paid period ends and you can export everything you've added at any time. If we've clearly got something wrong, talk to us — we'd always rather put it right.

Your records & your responsibilities

You are responsible for the information you put into MinderHQ and for meeting your own record-keeping duties. In particular:

• Keep your account and children's details accurate, and keep your login secure.
• You are the data controller for the information you hold about the children and parents in your care; obtain the consents you need (for example, before taking or sharing photos of a child), and follow UK GDPR and your EYFS obligations.
• You are responsible for the content on your public website — that it's accurate and that you have the right to use any photos and words on it.
• Retain statutory records (such as accident and incident records) for as long as the law requires. MinderHQ helps you keep them, but keeping them is your legal duty.

How long we keep media

To keep the service fast and affordable, diary and message photos and videos are kept for three months and then automatically removed. You can download anything you'd like to keep at any time before then. Accident and incident records and learning-journey observations are kept and are not auto-removed.

Your data — no lock-in

Your records are yours. You can export your data — children's records, diary, invoices, consents and photos — at any time, and we don't sell your data to anyone. See our Privacy Policy for how we handle it.

Acceptable use

Don't use MinderHQ for anything unlawful, misleading or infringing, and don't upload images of other people's children without the permission you need. Don't attempt to disrupt or gain unauthorised access to the service.

Intellectual property

You own your brand, your content and your records. We own the MinderHQ platform and its software. Fonts, icons, stock images, domains and third-party tools remain subject to their own licences.

No guaranteed outcomes

We work hard to make MinderHQ genuinely useful, but we don't guarantee particular Ofsted outcomes, a number of enquiries or places filled, or any level of income.

Availability & liability

The service is provided "as is". We aim for high availability but can't promise it will never be unavailable. To the extent permitted by law, our liability to you is limited to the fees you paid us in the previous three months. We don't exclude liability where it would be unlawful to do so.

Data processing

For the information you hold about children and parents, you are the controller and we act as your processor, only on your instructions, under our Data Processing Agreement.

Changes to these terms

We may update these terms from time to time. If a change is important, we'll let you know in the app or by email before it takes effect.

Business details & law

Supplier: MinderHQ Limited, company number 17343019. Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. These terms are governed by the law of England and Wales.

Contact

Questions? Email hello@minderhq.co.uk.